Effective Business Communication: Models, Systems, and Principles

This presentation provides a comprehensive overview of business communication, encompassing various models like Aristotle's persuasion model and the circular model. It explores different communication systems, including radio and duplex systems, and details various business communication methods such as verbal and written communication. The presentation also highlights the benefits of both formal and informal communication within organizations. Furthermore, it examines the role of technology in enhancing communication, outlines key principles for effective communication, and identifies common barriers such as semantic, emotional, and technological obstacles. The conclusion emphasizes the importance of effective communication for organizational success and the need to address communication flaws. The presentation also includes references to support the information presented.

Communication Skills for Business

Table of contents
• Introduction
• Communication models
• Communication systems
• Business communication methods
• Benefits of formal and informal communication
• Usage of technology in communication
• Principles of effective communication
• Barriers to effective communication
• Conclusion
• References

Introduction
Business communication is the process of sharing important data between workers employed
within or outside of a business firm. Effective business communication helps the firm enhance
various business process by keeping the employees informed. This Presentation includes
description of widely used business communication models and systems. Business communication
methods which are currently in use and advantages of formal and informal business
communication for corporations is provided in this report. Utilisation of technology in corporate
environment to increase the effectiveness of different kinds of business communication is also
given in this report. Effective business communication principles and obstacles which halt
effective communication are also mentioned in this report. Different styles of oral communication
along with oral presentation of corporate data in formal condition is given in this report. Three
examples of written business communication are provided in this Presentation.

Communication models
Aristotle's persuasion model
This model was developed by ancient Greek philosopher Aristotle and emphasises on role of the
speaker and the usage of their speech to influence the audience. The main elements of this
communication are speaker, speech, occasion, audience and effect. The role of the speaker in
this model is to deliver information is a way which influences the receiver of information to
persuade them into performing certain task or making a certain decision. The speech used by
the speaker during communication neds to be prepared according to the target audience and
occasion. The role of audience in this model is to be influenced by the speaker into making
certain decisions. The speaker will have desired effect on the audience through a clear speech
which matches the needs of the occasion.

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Circular model of communication
The 4 principles stated in this model are provided below:
Communication is circular where messages go in two directions.
Communication is equal and bilateral
Messages which are exchanged during communication need to be interpreted.
Effective communication requires three steps which are encoding, decoding and interpreting.
The first step provided in this communication model revolves around crafting message with clear
information and easy to interpret ideas so that the information is shared effectively. The encoder is
tasked with with completing this step.

Communication Systems
Radio communication systems
This kind of communication system information travels across space with the help of radio waves.
The information is converted to a time varying electrical signal which is termed as modulation
signal. This signal can be audio signal which carries audio data from a microphone, a video
signal which represents visual imagery from a video camera or digital signals which consists of
series of bits symbolizing binary information from a computer. This signal is applied to radio
transmitter which creates a carrier wave oscillating at radio frequency through a radio frequency.
The information signal modulates the carrier which is amplified and transmitted through a
transmitting antenna which sends radio waves. The voltage received by radio antenna is used
amplified through radio receiver, demodulates the voltage which extracts the original
modulation signal. This signal is converted by transducer into medium which can be understood
by humans.

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Duplex communication system
This systems consist of two or more attached technological devices which can communicate in
dual direction. This system enable concurrent communication in dual direction and allows
backward path for supervision and remote modification of machinery in the field. Full duplex
and half duplex are two types of duplex communication system. The full duplex system
allows concurrent communication between every attached device while in half duplex system
communication is in one direction at one time.

Business communication methods
Business organisation utilise various communication methods in order to effectively share
information with their employees. Different types of methods used by corporations to
communicate with their employees is given below:
Verbal method: This communication method is used during discussion of ideas, to express
opinions, give orders and in order to influence employees into making certain decisions. This
is one of the most common methods of communication and business meetings, group
discussions are part of this communication methods. Verbal communication helps maintain
positive employee relations, provides missing information, clarifies misunderstandings easily.
This simplifies communication process and helps the employees take effective action quickly
which increases the productivity of the company.

Benefits of formal and informal
communication
Benefits of Formal communication
 Formal communication enables organisation to communicate with a large number of
employees quickly as it does not require personalisation.
 This communication method is less time consuming as it follows set structure and messages
can be mass produced.
 Business firms can keep precise record of daily communication.
 This communication enables firm to be in control.
Benefits of Informal Communication
 This communication method allows formation of strong relation between employer and
employee.
 This communication allows personalisation which helps address specific topic related to an
employee.

Usage of technology in communication
Technological advancement has improved corporate communication significantly. Usage of
computers and digital technology, miniaturization of electronics, development of wireless
technology and internet has enhanced business communication for the growth of business
organisations. Verbal communication is significantly improved due to technological
advancement which include cellular phone, wireless Bluetooth systems. The firm is able to
quickly interact with employees and share information through verbal communication by
using advanced technology. Visual communication is also significantly improved with the use
of projectors which are used in video conferencing and application which allow employees to
construct creative and innovative presentations. Apart from this development of applications
which swiftly convert data into visual messages such as statistics and graphs help
communicate complex messages effectively.

Principles of communication
Principle to clarity: This principle states that the information which needs to be communicated should be clear and structured
in a way which eliminates ambiguity and the receiver understands the same thing which the sender wants to convey.
Principle to attention: According to this principle information should draw the attention of the receiver as individuals respond
differently to different emotions.
Principle to feedback: This principle requires that the sender takes feedback from the receiver.
Principle to Informality: This principles states that that corporates needs to interact with employees in an informal manner in
order to gain authentic reaction.
Principle to timelessness: This principle focuses on communicating in a timely manner so that there is no delay in
completion of tasks.
Principle to consistency: This principle states that messages need to carry consistent data in order to reduce confusion. Each
piece of information needs to be accordant to increase clear communication in the firm.

Barriers to effective communication
Semantic Barriers: This communication barrier occurs because different employees interpret same data
differently on the basis of their cultural and educational background. The language of sender can be
incomprehensible to the receiver.
Emotional barriers: Distrust of communicator is main emotional barrier which results in
miscommunication at workplace and leads to disputes which halts the growth of the firm. This
results in confusion and lack of clarity related to any information which is highly damaging for the
company.
Complex organisational structure: Highly complex organisational structure disrupt effective business
communication due to high amount of managerial levels. Significant inflammation can get
contorted due to complex organisational structure.
Lack of mutual trust: This barrier results in miscommunication as employees as employees do not trust
each other with significant data and ignore important pieces of information.
Perception Barriers: Every individual perceives a piece of information differently which can lead to
miscommunication between employees. Knowledge related to perception level of each individual is
essential for effective business communication.
Technological barriers: Usage of low quality technology or low internet services are a major
communication barriers as they disrupt continuous and clear flow of information

Conclusion
From the above PPT, it is determined that effective business communication plays a crucial
role in the success and development of the firm as it keeps the employees informed and
reduces errors. Communication models and systems such circular communication model and
radio communication systems assist business firm in communicating effectively and eliminate
faults caused by miscommunication between individuals. Firms need to utilise both formal
and informal methods of communication with visual and verbal communication methods to
convey their message in creative ways. Corporates face various obstacles to business
communication which need to addressed in order to reduce communication flaws. Apart from
this various oral communication methods help firms handle business situations effectively
and gain desired

References
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Publishing.
Drucker, P.F., 2017. What Makes an Effective Executive (Harvard Business Review Classics).
Harvard Business Review Press.
Dwyer, J. and Hopwood, N., 2019. The business communication handbook. Cengage AU.
Heath, R.L. and O'Hair, H.D. eds., 2020. Handbook of risk and crisis communication. Routledge.
Kim, S., 2019. The process model of corporate social responsibility (CSR) communication: CSR
communication and its relationship with consumers’ CSR knowledge, trust, and corporate
reputation perception. Journal of business ethics, 154(4), pp.1143-1159.
Lawson and et.al., 2019. Communication Skills for Business Professionals. Cambridge University
Press.

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